Logon Menu List Record New Filter Export Report

User’s Guide

Forms 

The Web database application consists of the following forms:

Logon

Prompts the user to enter a username (can be optional) and PIN.

Menu

Displays the names of the data entry forms (not included if there is only one data entry form)

List

Displays records in a "spreadsheet" view (usually the form displayed when the a menu option  is selected)

Record

Displays one master record at a time (multiple detail records form multiple child tables may also be displayed)

New

Used to insert a new record (similar layout to the Record Form)

Filter

Allow the user to select the records to be displayed

Export

Allows the user to specify how the records will be exported

Report

Allows the user to specify the format of the report, enter a subtitle, etc.

List Form

Records are displayed in “spreadsheet” mode.  The system initially displays records in groups of ten.  The top of the form displays the name of the table being viewed and the navigation buttons.

 Address List

The buttons are used as follows:

First

Display the first group of records

Prev

Display the previous group of records

Next

Display the next group of records

Last

Display the last group of records

Refresh

Redisplay the current group of records (in case other users have changed the data)

Record

Display the record form for the first record in the list

Filter

Display the Filter form

Clear Filter

Clear the filter and display the first group of records

Edit

Change to full-screen edit – allows the user to change any values in any row (not available for all List forms)

Export

Display the Export form

Report

Display the Report form

View

Display the views for the table (not displayed if there is only one view for the table)

Admin

Allows the user to enter a PIN for “Update” or “Administer” mode

Menu

Return to the Main Menu (not displayed if there is only one entry form for the application)

Help

Display the help form

The row under the buttons serves several purposes. 

 20 Records Selected. Go to record # Records per page Sort Order

Results of the last filter

Displays the number of records selected or “No Records Selected”

Go To Record #

The record number of the first record on the list. The user can enter a number here to display the group of records beginning with the specified record number (Press the [Enter] key on your keyboard after entering a number in this field)

Records Per Page

Displays the number of records displayed on the form.  To change this number, enter a number here and press the [Enter] key on your keyboard

Sort Order

A “combo box” listing all of the multi-field sort orders for the table.  You can change the sort order by selecting an item from the list (not displayed if there are not any multi-field sort orders for the current table)

The next row displays the current sort order and allows the user to quickly filter the records by specifying the first letter in the corresponding field. (Clicking “All” clears the filter)  

Sort Order: Name     A  B  C  D  E  F  G  H  I  J  K  L  M  N  O  P  Q  R  S  T  U  V  W  X  Y  Z    All

The first row of the “spread sheet” has captions for all of the rows.  Clicking on a caption sorts the records in ascending sequence and changes the sets the sort order for the table (see the preceding paragraph).  Clicking again sorts the records in descending sequence. 

# First Name Last Name Address City State Zip Email Phone

The records are displayed next. The first column is the record number.  Clicking on this number will display the data for the corresponding record on the Record form. If a field is underlined, it is either a “hyperlink” field (clicking on the hyperlink will start a new instance of the browser and go to the specified page) or an “email” field (clicking on the field will start a new email and automatically fill in the email address)

1Amy Bower 656 Wilson Ave. Bethesda MD 33670 Abower@hotmail.com (301)427-5955
2Jeff Carter 750 K Street NW Washington DC 22222 JCarter@aol.com (202)293-9377

 

Logon Menu List Record New Filter Export Report

Record Form

The Record form displays the data for the record.  The top of the form displays the name of the table being reviewed and the navigation buttons (note - not all of the buttons are displayed if the user does not have "Write" permission).

 Address Entry/Edit    

The buttons are used as follows:

First

Display the first record

Prev

Display the previous  record

Next

Display the next record

Last

Display the last record

Copy

Create a new record based on data in the current record

Filter

Display the Filter form

New

Display the New Record form

List

Display the List form

Save

Save the changes to the data

Cancel

Redisplay the form with the original data

Delete  Delete the current record (the will be prompted to confirm the delete operation)

Export

Display the Export form

Menu

Return to the Main Menu (not displayed if there is only one entry form for the application)

Help

Display the help form

The row under the buttons serves several purposes. 

 Record 1 of 20 Go to record # Sort Order

Status

Displays the record number of the current record or an error message if the user entered invalid data

Go To Record #

The record number of the current record. The user can enter a number here to display the record with the specified record number (Press the [Enter] key on your keyboard after entering a number in this field)

Sort Order

A “combo box” listing all of the sort orders for the table.  You can change the sort order by selecting an item from the list


The record data is displayed next.  Required fields are displayed in blue.

First Name
Last Name
Address
City
State
 
Logon Menu List Record New Filter Export Report

New Form

The New form allows users to enter new records into the database. The format is very similar to the Record form. The top of the form displays the name of the table being reviewed and the navigation buttons

 Address Entry/Edit

The buttons are used as follows:

Insert

Insert the data on the form and re-display the New form after blanking all the data fields

Insert and Edit

Insert the data on the form and display the Record form with the data from the new record

Cancel

Do not insert the data and return to the previous form

 

Logon Menu List Record New Filter Export Report

Filter Form

The New form allows users to enter new records into the database. The format is very similar to the Record form. The top of the form displays the name of the table being reviewed and the navigation buttons

 Address Filter

The buttons are used as follows:

Apply Filter

Display the List form (based on the current filter specifications)

Clear Filter

Clear the current filter specifications (blank out all fields on the form)

Record

Display the Report form (based on the current filter specifications)

List

Display the List form (based on the current filter specifications)

Export

Display the Export form (based on the current filter specifications)

Count

Count the number of records based on the current filter specifications

New

Display the New Record form 

Report

Display the Report form (based on the current filter specifications)

Menu

Return to the Main Menu (not displayed if there is only one entry form for the application)

Help

Display the help form

The row under the buttons serves several purposes. 

 Ready for Selection Criteria. Sort Order

Status

Displays the number of records selected or an error message if the user entered invalid data

Sort Order

A “combo box” listing all of the sort orders for the table.  You can change the sort order by selecting an item from the list


The form for entering the selection criteria is displayed next.  Required fields are displayed in blue.

First Name  
Last Name 
Address 
City 
State Or
Zip Between And
Email 
Notes  Any  All
Date Added Between And
Date Last Updated Between And

The Filter form contains several types of fields:

Range

Allows the user to enter the range of values for records to be selected (See "Date Added"). This type is usually used for date and numeric fields

Text Fields 

The user enters the text which must be contained on the corresponding field.  Note that "wildcards" can be used and multiple values can be entered (separated by semi-colons -";").  For example, in the Last Name field:

"Smith"  - Selects records with the last name of "Smith"

"Smit*" -  Select records with last names beginning with "Smit"

"Smith;Jones" -Select records with a last names of "Smith" or "Jones"

 

Word Fields

The field to the right of "Any" (see the "Notes"  field above) works just like a text field.  The field to the right of "All" works like the text field above, except that all words must match.  Note that both fields can be used at the same time

Combo Boxes

You can select a value from the Combo Box and/or you can enter one or more values in the "Or" field to the right of the combo box.  For example, in the "State" field

"VA" in the combo box selects all records where the state is "VA"

"VA" in the combo box and "DC;MD" in the "Or" field selects all records where the state is "VA", "DC", or "MD" (Note that you do not need to enter data in the Combo box field

 

Logon Menu List Record New Filter Export Report

Export Form

The Export form is used to export data to a text file or spread sheet

 Address Export
  Table Indices

 

  Export Column Headers

  Export Values From Lookup Tables

  Export All Fields

Export Current Record Only

Export Records Based On Current Filter

Export All Records (this will reset the current filter)

 

 

 

Logon Menu List Record New Filter Export Report

Report Form

The Export form is used to display the data in a form that can be printed.  Reports always contain the date the report was printed.

 Address Reports
  Table Indices
Show records in a grid Report Subtitle:
 Width Of Paper  Show Record Count (20 Records Selected)
Max Records to Show:  Show Filter
 Show Application Header/Footer   Show Totals Only